Organizing clubs and volunteer positions

Alumni live all over the world, and clubs support this vital extended community. Establishing or reviving an alumni club in your region will put you in touch with other Chicago alumni, bringing new friendships and expanded interests. Here are some steps to follow in building a local alumni club "rom scratch."

Step 1: Contact the Alumni Office

Staff members are available to help you assess the alumni population in your area to determine if there is sufficient interest to support a club. They will also guide you through the process of establishing an alumni group or becoming a contact for alumni in your region.

Step 2: Plan an Organizing Meeting

• Ask the Alumni Office to help in advertising the meeting to local alumni.
• When inviting alumni to the planning meeting, make sure you ask them to RSVP so you know how many to expect.
• Prepare an agenda to keep the meeting on track. Your first meeting should address the following:
  • Goals of the club. Refer to The Alumni Club/Alumni Association Partnership.
  • Leadership positions and responsibilities. Refer to Club Volunteer Positions, below.
  • Event calendar and potential date(s) for first event(s).
• After the planning meeting:
  • Be sure to thank those who attended.
  • Send the list of attendees to your Alumni Association staff liaison.

Step 3: Plan your first events

• Start small and build a foundation for the club. Plan a few events during the first year and ensure that the events are high quality to encourage repeat attendance.
• Contact club leaders in similar cities for ideas. Refer to Club Contacts.
• Consult the Suggested events for event ideas.

Step 4: Recruit New Volunteers and Plan Ahead for Future Events

• Recruiting new volunteers for the club is essential to maintain its vitality and growth. A strong annual schedule of events will keep alumni engaged with one another and the club.

Club Volunteer Positions

The volunteer leadership positions described below are simply suggestions. Each club needs a club President or Regional Contact. Additional volunteer roles will depend on the size and activity of the club. Be sure to recruit enough volunteers so that work is evenly distributed and no one gets burned out from overwork.

President/Regional Contact

Serves as the primary contact between the club and Alumni Association; takes overall responsibility for the club’s activities; convenes volunteer meetings; submits an annual report to the Alumni Association; works to recruit other volunteer leaders and identify his/her successor.

Vice President/Program Chair

Assumes responsibilities of the club president in his/her absence; ensures that all programs are planned on a timely basis.

Secretary

Sends announcements of upcoming board meetings to club officers and board members; takes minutes of all meetings and sends them to members and to the Alumni Office staff liaison.

Treasurer

Creates and oversees club budget; keeps records of all financial transactions; pays bills.

Communications Chair

Responsible for submitting information on club events to Alumni Office staff liaison for publicity and advertising, including mailings, notices for the Magazine’s “In the Clubs” column, broadcast e-mails, and Web site updates.

Special Affinity Group Organizer

Individuals who represent the interests of particular groups such as Young Alumni, Alumni Emeriti, and GSB or Law Alumni may plan events targeted at those groups such as Young Alumni Happy Hours or Investment Groups.